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Electronic Research Administration University of Wyoming

 

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Project Background

The University of Wyoming (UW) has used InfoEd as its research administration system since 2009.  Since then, electronic research administration (eRA) systems like InfoEd, have evolved greatly and UW’s internal systems have also changed.  In 2017, UW implemented a new cloud-based financial system, a human capital management system, and an effort reporting system.  These system changes led to ORED’s recommendation of issuing a request for proposals (RFP) for eRA vendor evaluation and competition. In March 2021, the University released a request for proposals to solicit vendors for eRA system for campus.  Of the proposals received, three were selected for final interviews.  A UW selection team included representation from the Office of Research and Economic Development (ORED) Pre-Award and  Compliance units; the Office of Sponsored Programs; PIs; a Departmental Administrator; and Faculty Senate. This committee selected Cayuse due to the quality and ease of use of their product and their customer service record.  Cayuse serves over 500 universities in the US and abroad and has the largest market share of the top three eRA vendors.  Here is a link to the Cayuse, LLC website: https://cayuse.com/about/.  

 

UW will be branding the new eRA system with its own unique name, ROAMWyo (Research Organization, Administration, and Management ).   Our eRA system vendor is Cayuse, but the system will be known as ROAMWyo.

 

ROAMWyo will streamline and improve the management of the grant life cycle. In addition, it will reduce administrative burden, improve collaboration between researchers and administrators, mitigate compliance risks, and increase efficiency. Five applications will be implemented for this platform: Proposals, Sponsored Projects, Animal Oversight, Human Ethics, and Outside Interests.

ROAMWyo Support and Training

 

Need Real-Time Guidance or Assistance?

·         Book an appointment with the Research Services team

·         Contact the Research Services Coordinator assigned to your Department on Microsoft Teams

 

Have a Question About a Specific Proposal or Award?

·         Contact the Research Services Coordinator assigned to your Department on Microsoft Teams

·         Book an appointment with the Research Services team

·         Visit the ROAMWyo SP Frequenting Asked Questions for answers to commonly asked questions.

 

Need Additional Assistance or Training?

Have a Question About ROAMWyo SP Proposals?

  • Contact the Research Services Coordinator assigned to your Department on Microsoft Teams
  • Visit the ROAMWyo SP website to grab the Proposal Development guide (available June 5)

Have a Question About ROAMWyo SP Awards?

  • Contact the Research Services Coordinator assigned to your Department on Microsoft Teams
  • Visit the ROAMWyo SP website to grab the Viewing Proposals and Awards guide (available June 5)

Have a Question About ROAMWyo SP Subawards?

Having Technical Issues with ROAMWyo SP?

·         Reach out to roamwyo@uwyo.edu for any technical issues related to ROAMWyo SP system.

 Currently available ROAMWyo SP guides can be found here and here.

 ROAMWYO Standard Operating Procedure Documents

 

 

 

Announcements & Training

oi training schedule

 

To access ROAMWyo recorded trainings please navigate here.

Greensheets Needed for Successful Roll-Out of ROAMWyo Modules

 

As you might be aware, we are eagerly preparing for UW's new electronic research administration platform ROAMWyo (Research Organization Administration & Management). And we're thrilled to announce that several modules are slated to launch this spring, including Proposals and Sponsored Projects! We are excited to modernize and simplify the proposal and award process for everyone, including staff and faculty. With that said, we need your help to have a successful campus roll-out.

The Research and Economic Development Division (REDD) plans to capture all submitted proposal data for FY 2023 (July 1, 2022-June 30, 2023) in ROAMWyo. As such, the Research Services team will be manually entering submitted proposal data for FY 2023 based upon approved greensheets.

To ensure we have accurate proposal data, we are requesting that ALL investigators who have submitted proposals on or after July 1, 2022, submit their completed greensheets as soon as possible, if they have not already done so. Whether the proposal has been declined, pending or funded, a greensheet is needed.

We would like to remind investigators that greensheets are proposal approval documents and should be completed prior to proposal submission. In ROAMWyo, greensheets will be replaced by "proposal forms" and will need to be in an APPROVED status (approved by PI, all Co-PI(s), Department Head(s) and Dean(s)) before the Research Services team will be able to submit the proposal. As such, we would highly encourage investigators to get in the habit of submitting their signed greensheets prior to submission of the proposal.

If FY 2023 greensheets aren't completed prior to ROAMWyo campus rollout (anticipated spring 2023), investigators will be required to submit a proposal form in ROAMWyo. Awards cannot be set up without an approved greensheet or ROAMWyo proposal form.

We appreciate your effort and assistance to contribute to the success of the ROAMWyo implementation. Your efforts now will greatly aid in our roll-out of these modules and save you time once ROAMWyo is live, so we greatly appreciate your time and efforts with this request. This is a team effort, and we couldn't do it without you. Thank you.

Please reach out to roamwyo@uwo.edu with any questions.

Sincerely,

Farrell Rapp

Director, Research Services

Update on ROAMWyo Implementation

 

This implementation has been and continues to be a significant undertaking with many moving parts. The Research and Economic Development Division is committed to making the transition from our current processes to the ROAMWyo system as smooth as possible. End user training for each application will be provided prior to launching these applications.

We appreciate your support and look forward to continuing to improve research administration processes here at the University of Wyoming. If you have any questions, please feel free to contact Ashlee Kupilik at ROAMWyo@uwyo.edu.

Regards,
The ROAMWyo Implementation Team

Proposals

Sponsored Projects

Animal Oversight

Human Ethics

Outside Interests

eRA Frequently Asked Questions

ERA systems have evolved greatly since UW purchased InfoEd in 2009.  UW’s internal systems have also evolved over that time.  In 2017 UW implemented a new cloud-based financial system, a human capital management system, and an effort reporting system.  ORED wanted to ensure that the eRA system used by campus was a system that best fit the needs of the institution.
For questions regarding ROAMWyo please contact our eRA Executive Business Analyst, Ashlee Kupilik, at 307-766-5350 or roamwyo@uwyo.edu
No, access to ROAMWyo will be managed by ORED in collaboration with the Application Security Office.
ROAMWyo can be accessed like many other UW programs. with Single Sign On (SSO). 
Yes. All faculty and animal protocol submitters will be required to submit a protocol through the new system once it is officially launched. Paper/emailed protocols, renewals, or amendments will not be reviewed or approved. IACUC reviewers are required to review animal use protocols within the new system.
Extensive and comprehensive training will be available to all University of Wyoming faculty and staff impacted by the new system. Departments will also have champion trainers if one determines they need more training. Training schedules will before training begins. 

Credit: Amount of Research Credit a team member receives for project participation. Credit across all
team members should equal 100%.

Cost Share Effort: Team member effort that is not compensated by Sponsor funds.

Sponsor Effort: Team member effort that is compensated by Sponsor funds.

Total Effort: Total combined Cost Share Effort and Sponsor Effort. 

The Outside Interest module in ROAMWyo seeks information in three specific categories – Conflict of Interest, Conflict of Commitment, and Foreign Affiliations and Collaborations. It’s possible to have a combination of any of the three.

  • Conflict of Interest: A conflict of interest exists when an Employee has an interest that affects or provides an incentive to affect the Employee’s conduct of her or his university activities.
  • Conflict of Commitment: A conflict of commitment exists when an Employee renders professional service or engages in an external activity that is not part of his/her duties to the university that interferes with the Employee’s ability to perform their obligations to the university.
  • Foreign Affiliations and Collaborations. Foreign Affiliations and Collaborations include any financial interest, whether on-duty or not, received from or relationships with any foreign entity, including foreign institutions of higher education, foreign research institutions, foreign teaching hospitals or medical centers, foreign governments, or private foreign entities.
Employees shall mean any individual who is employed by the University, whether full or part-time, and includes but is not limited to staff, faculty (including tenured, tenure-track, non-tenure track, in-residence, visiting, and emeritus faculty if performing a function for the University), administration, postdoctoral fellows, and student employees.

The University’s Conflicts of Interest and Commitment Policy is applicable to all UW employees.  Conflicts of interest and commitment, either real or apparent, can erode public and internal trust, damage the University’s reputation, hurt the University financially, and in some cases, even violate the law. 

For the same reasons why it is important for staff to complete the disclosure form as outlined above.  In addition, the proper management of conflicts of interest and commitment, and foreign affiliations and collaborations are necessary to maintain the integrity of UW’s institutional research; the quality of UW’s educational programs; the viability of UW’s outreach mission, especially as it relates to information dissemination, and technology development and commercialization.

Anything of monetary value in excess of $5,000 owned or payable to an Employee.

An annual disclosure is required (1) when hired; (2) annually, and (3) within 30 days of the acquisition of a new interest that arises outside of the annual campaign timeframe.  The annual COI disclosure campaign will commence on August 1st and run through September 30th of each calendar year. 

A research-based disclosure is required when you are listed as key personnel on a proposal.

The University of Wyoming has always had a Conflict of Interest Policy as part of the Employee Handbook.  The ROAMWyo (Cayuse) system is now being used as a means to more effectively monitor and manage conflicts of interest and/or commitment. 

Individuals that may be able to view your information include the Director of Research Security and COI, the Conflict of Interest and Commitment Committee members, and your supervisory chain of command if a conflict is identified and needs a COI management plan.

A Committee appointed by the Vice President for Research and Economic Development that assists with and reviews complex conflict matters as outlined in the policy. The Committee consists of one administrator from the Office of Research and Economic Development; one representative from the Office of the General Counsel; two senior faculty members appointed by the Faculty Senate Executive Committee, and one staff employee appointed by the Staff Senate Executive Committee.

Salary, Royalties, Commissions, Consulting Fees or Honoraria, any form of compensation for services

Multiple factors are considered during the review of a COI/COC disclosure, for example:

  • The value of the financial interest – financial interests with higher values may be considered higher risk.
  • The scope of the relationship with an external entity – longer and closer associations may increase risk.
  • The extent of the employee’s ability to make decisions on behalf of the University regarding an outside entity.
  • The extent of an employee’s ability to provide private information about the University to an outside entity.
  • The seriousness of possible harm that could occur if the employee’s decisions or actions were unduly influenced by the external interest.

The University has designated an institutional official to solicit and review conflict of interest disclosures, provide information and training about conflicts of interest to the University community, and to facilitate compliance with conflict of interest/commitment policies and regulations.

Disclosures with one or more “Yes” responses to the COI or COC screening questions are reviewed by the COI Designated Official. In this review, the COI Designated Official determines whether a significant financial interest, external relationship, paid travel, or foreign influence situation constitutes a potential conflict of interest or if further review is required. The COI Designated Official may seek additional information before making this determination.

If it is determined that the employee does not have a conflict of interest situation, the employee will receive an email notifying them of the determination, with a reminder to update their disclosure within 30 days of acquiring or discovering a new significant financial interest, external relationship, paid travel or student impact situation.

If the COI Designated Official determines that a potential conflict of interest situation has been disclosed, the disclosure will reviewed by the COI Committee.  If the COI Committee determines that the employee does not have a conflict of interest situation, the employee will receive an email notifying them of the determination, with a reminder to update their disclosure within 30 days of acquiring or discovering a reportable significant financial interest, external relationship, paid travel, or situation that could negatively impact a student.

If the COI Committee determines that a conflict of interest situation exists, it then recommends actions to manage or eliminate the risk.

If the COI Committee determines that the risks involved in a COI situation can be minimized to an acceptable level through management, the COI Designated Official works with the employee and others to implement a COI Management Plan, based on the COI Committee’s recommendations.

A COI Management Plan Administrator is assigned to implement the plan, monitor compliance, and submit status reports.

If students and/or other trainees are involved, a Student/Trainee Advocate will be assigned. The Student/Trainee Advocate is charged with meeting with students/trainees to review their rights as scholars and researchers and be a point of contact if the student/trainee has any concerns. The Management Plan Administrator may serve as the Student/Trainee Advocate, or another person may be assigned.

If there is a risk of bias in the design, conduct or reporting of research, an Independent Reviewer may be assigned and charged with scientific oversight. The Management Plan Administrator may serve as the Independent Reviewer, or another person may be assigned.

The Plan Administrator, Student/Trainee Advocate, Independent Reviewer, or anyone else with a COI Management Plan role must not have a financial or vested interest in the external entity and must not be subordinate to the employee or anyone else with a financial interest in the entity. 

The COI Management Plan must be approved and signed by the employee, the employee’s department chair or director, dean or vice president, the COI Designated Official, the Associate Vice President for Research Administration, the Vice President for Research and Innovation, everyone assigned an oversight role on the plan, and, in some situations, the President of the University. In some situations, a modified COI Management Plan that has fewer management elements may be implemented. In these situations, fewer signatories may be assigned.

Elements of a COI Management Plan

The elements in a COI Management Plan vary depending on the nature of the situation and can involve:

  • Requirements to disclose the conflict of interest as necessary.
  • Requirements about the use of University resources.
  • Information about invention disclosures and intellectual property rights.
  • Requirements regarding the involvement of students.
  • Mechanisms to reduce, eliminate or manage the risk of bias in the design, conduct or reporting of research.
  • Supervisory changes that may be required if more than one person in a department has the same conflict of interest.
  • Requirements for the approval of contracts with and invoices from the external entity.
  • Requirement for the employee to recuse themselves from University deliberations, decisions, and negotiations regarding the external entity or person if a family relationship.
  • Conflict of Interest training requirements.
  • Any other conditions necessary to reduce or eliminate the risk that the employee’s external interest could unduly influence their professional responsibilities to the University.

 A copy of the signed COI Management Plan is distributed to all parties involved and an electronic copy is saved in ROAMWyo.

Yes, in fact it’s important to disclose any family members’ significant potential conflicts.  Disclosure is required by Federal law and the University’s Conflicts of Interest and Commitment Policy.

Family is defined as legal spouse, domestic partner, dependent children, including their spouses, and dependent relatives, including their spouses, of the Employee.

The SAP is located here.

 

Extensive and comprehensive training will be available to all University of Wyoming faculty and staff impacted by the new system. Departments will also have champion trainers if one determines they need more training. Training schedules will be announced soon.